MINUTES OF THE MEETING OF EASTLING PARISH COUNCIL HELD IN THE VILLAGE HALL ON 19th JANUARY 2000 at 8.00pm.

PRESENT: Councillors Coultrip, Neaves, Payne and Wyld. Parish Clerk: Mrs J. Thomas.

1) APOLOGIES FOR ABSENCE
Mrs D. Bromley.

2) MINUTES OF THE LAST MEETING
The minutes of the last meeting having already been circulated to Councillors were taken as read, were approved by the meeting and signed by the Chairman.

3) MATTERS ARISING
Tree Warden. Mr. M. Palmer of Manor Cottage has volunteered to fill this position, the Parish Council would write and refer him to Swale Borough Council for details and request a periodic report from him on his progress. The situation to be reviewed after training in April or May 2001.

4) CORRESPONDENCE
An Invoice received from the Eastling Village Hall Management Group for £70 for hire of the hall for parish meetings would be queried by the Chairman, as a total of £50 p.a. had been agreed, and had already been paid.

5) PLANNING
Telfords. Permission granted for a single storey rear extension and conservatory.
Manor Orchard. Application for rear extension and car port to side elevation, and permission granted.

6) VILLAGE HALL REPORT
Report received from Mr. S. Bromley with Treasurers report. After studying the Treasurers report it was decided to ask for clarification of the financial position.

7) TREASURER'S REPORT
The Chairman stated that after expenditure of fence had been taken into account, the current balance in account is £31055-81.24. Mr. A. Payne would make enquiries to find a CA who would audit the books.

8) ELECTIONS
Due to retirement of Councillors Neaves, Payne, Wyld and the Clerk, it was decided to put a statement to this effect in the March and April issues of the Good News, so that potential candidates would have sufficient opportunity to register their nomination.
The open meeting was booked for Wednesday 26th April, 2000.

9) ANY OTHER BUSINESS
The Chairman requested a letter to Mr. and Mrs. O'Regan for the Christmas hampers distributed, which were very much appreciated.
A vote of thanks was also given to Mr. Neaves from Neighbourhood Watch for organising the Christmas lunch for the senior citizens.
Mr. Neaves had been approached by residents at Manor Leas to request attention to the weeds that grow into their gardens from the adjacent field, The clerk would write to the farm manager, Mr. David Evans.

MINUTES OF A MEETING OF EASTLING PARISH COUNCIL HELD IN EASTLING VILLAGE HALL on 3rd APRIL 2000 at 8.00pm.

THOSE PRESENT: Councillors Coultrip, Neaves, Payne, Wyld and Bromley. Parish Clerk: Mrs J. Thomas.

MINUTES OF THE LAST MEETING
Mr. Wyld pointed out that the precept agreed for the current year had not been minuted. Prior to the meeting he had informed the Clerk that a precept had not been registered at Swale Council. The Clerk informed the meeting that the Precept form had been completed incorrectly. Upon checking with Mr. Bolton of Swale Borough Council, this could be adjusted in the following year, in the meantime if financial assistance was required lie would negotiate an advance on behalf of the Parish Council.

It was then approved that the Chairman sign the minutes.

MATTERS ARISING
A further invoice received from the Village Hall Management Group requested payment for meetings held 1st November 1999 and 19th January 2000. The Clerk would write and point out that the agreed annual sum of £50-00 had already been paid for the current year, but the Parish Council would settle £15-00 for the hire of the main hall, cheque to be enclosed with letter.

Mr. Payne reported that it would cost £100-00 + VAT for an accountant.

The Chairman suggested approaching Mr. A. Baxter with regard to preparing the accounts and this was seconded by Mr. Wyld.

Mr. Wyld also mentioned that £100-00 should be set aside each year for the purpose of election expenses.

A letter from the Village Hall Management Committee requested the name of the Parish Council representative by the 21st April, 2000. The clerk would inform the Committee that due to change of Councillors at the forthcoming election it would not be possible to forward a name until after the first Parish meeting on the 17th May, 2000.

A letter received from the Kent Association of Parish Councils would be passed to the incoming Parish Council.

It had been noted that two caravans had been parked at Bankside and the Parish Council informed Swale Housing Association and the Cleansing Department at Swale Borough Council. In view of the rubbish accumulating on site, the Clerk was asked to write again to Swale Housing for the up-to-date situation.

PLANNING
The Coach House, Eastling. Application for the erection of 1.85m high boundary fence.

ANY OTHER BUSINESS
Mr. Payne reported that his vehicle received two burst tyres on potholes. Although compensation had been received, the Highways Department stated that unless the pot hole had been previously registered, as was the case in this instance, there would be no reclaim.
It was therefore decided to make a list at every Parish Council meeting to be forwarded to the Kent Highways department. This would take place immediately with the following:
1) The bend on the Faversham Road on the junction with North Eastling Lane.
2) Towards Eastling on the Faversham Road on the right hand side and 100 metres before arriving at the double bend, on the outskirts of Eastling.
3) Newnham Lane in the dips either side of Bankside by Goose Meadow and The Pheasantry.
4) At the bottom of Jacksons Hill.
5) Two traffic signs at the double bends on northern side by the water tower are missing, the advisory sign indicating the bends is believed to be in the field.

Databox 2000. A project dealing with life in the communities of Kent has been launched and Mr. Wyld agreed to deal with this matter.

Mr. Wyld raised the matter of £150-00 grant to the Eastling Horticultural Society towards the expenses of the Millennium project of open gardens. It was agreed that this amount be paid.

The Clerk submitted expenses of £4-40 for year ending 31st March 1999 and £6-96 for year ending 31st March 2000. It was agreed to pay these amounts.

Next meeting Wednesday 26th April open meeting.
Parish Council meeting 17th May, 2000.

There being no further business the meeting closed.

MINUTES OF A MEETING OF EASTLING PARISH COUNCIL HELD IN EASTLING VILLAGE HALL on WEDNESDAY 17 MAY 2000 at 8.00pm.

Present: Councillors Oliver Allen, Mrs Dot Bromley, Peter Parry, John Payne and Harold Wyld.

1. DECLARATION OF RESULTS OF ELECTION.
Members noted the results of the uncontested Parish Council election held on Thursday 4 May 2000 in which the above five persons were elected for a term of four years.

2. ACCEPTANCE OF OFFICE BY ALL MEMBERS.
All Members completed signed and witnessed Acceptances of Office. Signed details of election expenses were provided by Cllrs Bromley, Parry and Wyld. Cllrs Allen and Payne would provide their returns at the next Meeting.

3. ELECTION OF CHAIRMAN FOR THIS MEETING.
Cllr Wyld (proposed: Cllr Parry, seconded: Cllr Payne) took the Chair

4. APPOINTMENT OF MINUTE SECRETARY FOR THIS MEETING.
Cllr Allen (proposed: Cllr Bromley, seconded Cllr Parry) agreed to record the Minutes.

5. TO RECEIVE DOCUMENTS AND INFORMATION FROM THE PREVIOUS CHAIRMAN OF THE PARISH COUNCIL.
Members noted receipt of documents and cheque book relating to the Parish Council's finances and its Account with Lloyds TSB.

6. TO RECEIVE DOCUMENTS AND INFORMATION FROM THE RETIRING PARISH CLERK.
Members noted receipt of three bound Minute Books and various files relating to planning, local authority reports, and recent correspondence. The Chairman signed a receipt for these items and those noted in Minute 5 above (for returning to the former Parish Clerk). The former Clerk had also indicated that she still had a quantity of "old documents" and the Chairman agreed that he would ask for these for sorting and passing to the new Clerk.

7. TO CONSIDER THE AGENDA ITEMS THAT FOLLOW.
Members agreed to accept the remaining Agenda as presented.

8. APOLOGIES FOR ABSENCE.
None.

9. MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON MONDAY 3 APRIL 2000.
Members accepted the Minutes as a true record and they were duly signed by the Chairman.

10. MATTERS ARISING
The Chairman reported that, due to late receipt of the details, participation by Eastling in the "Databox 2000" project had not proved possible.

11. THE WORK OF THE PARISH COUNCIL.
To assist new Members, the Chairman gave a verbal summary of the role of the Parish Council and responsibilities of Members.

12. APPOINTMENTS.
Members considered the following appointments:

a) Chairman of the Parish Council. Members noted that this appointment is made annually. They agreed that, as far as practicable, the Chairmanship should change at the end of each Council year (proposed: Cllr Wyld, seconded: Cllr Parry), so encouraging all Members who wished to do so to experience a year as Chairman. Cllr Wyld agreed to serve as Chairman of the Parish Council for the next 12 months (proposed: Cllr Bromley, seconded: Cllr Payne). He said he appreciated the honour bestowed by fellow Members.
b) Parish Clerk. Members noted that Mrs Joan Thomas had tendered her resignation, following 10 years much appreciated voluntary service to the Council. [It was also noted, for this record, that Mrs Thomas had been presented with a Rose and Gift Voucher by Members of the former Parish Council, immediately prior to this Meeting.]
The need for a new Clerk had been (and was being) publicised. Cllr Parry said that his wife, Mrs Sue Parry, might be willing to undertake the role. Members agreed to invite Mrs Parry to serve as Parish Clerk (proposed: Cllr Parry, seconded: Cllr Wyld). [Subsequent to the Meeting, Mrs Parry indicated that, if the post has not been filled by the next Meeting, she will be willing to take Minutes and act a Clerk for "a limited time".]
c) Treasurer. Members noted that the Parish Council did not have an appointed Treasurer, the role having been administered by the former Chairman since December 1998. Cllr Payne agreed to undertake the role (proposed: Cllr Bromley, seconded: Cllr Allen). Arrangements would need to be made to notify the Bank of new signatories for the Parish Council's account. It was agreed that, in line with previous practice, these should be: Cllr Wyld (as Chairman), Cllr Payne (as Treasurer) and the Parish Clerk (provisionally Mrs Sue Parry).
d) Eastling Village Hall Trust Representative. Members agreed to nominate Cllr Parry as their representative to the Village Hall Trust for the year ending April 2001 (proposed: Cllr Wyld, seconded: Cllr Payne). The Chairman thanked Cllr Parry for volunteering and agreed to notify the Trustees in writing.
e) School Management Committee Representative. Members noted that Eastling Parish Council (by agreement with neighbouring parishes) nominates a representative to the Eastling Primary School Management Committee. This is currently Mr John Coultrip, whose term of office ends in August 2000. It was agreed to write to the Parishes involved to remind them of the need for a new appointment in September and to indicate that Eastling did not have a particular candidate in mind at the present time.
f) Tree Warden. Members noted that Mr Mike Palmer had kindly agreed to act as voluntary Tree Warden for Eastling. He had arranged to attend an appropriate training course at no cost to the Parish Council. The current appointment runs until May 2001.

13. FINANCE.
The Chairman tabled a draft Budget for Parish Council expenditure in the period 1 April 2000 to 31 March 2001. It was noted that no precept had been requested from Swale Council and that current funds available to the Parish Council were in the region of £660.

Members agreed the following strategy:

i) All Members to think about projects for possible inclusion in the current year's and future year's Budgets for consideration at the next Meeting;
ii) The Treasurer to refine the tabled draft Budget for the next Meeting and propose a strategy for any immediate loan and precepts in coming years; and
iii) To seek a loan from Swale Council to cover shortfall in expenditure, the precise amount to be determined at the next Meeting.

Insurance: The Treasurer agreed to investigate the Parish Council's current public liability cover with Cornhill Insurance to establish the extent of cover and possible benefits from a joint policy with the Village Hall Trust. Members noted that renewal of the existing cover fell due on June 1, 2000 and the Treasurer was authorised to ensure that comparable cover continued without a lapse.

Membership of other bodies: Members agreed that membership of Kent Rural Community Council, now due for renewal, was more appropriate to the Village Hall Trust. It was agreed that the Trust should be invited to consider membership with the Parish Council prepared to subsidise some of the £30 cost for this year, if necessary.

It was agreed that membership of the Kent Association of Parish Councils should be considered at the next Meeting, by which time the Chairman would have sought more details.

14. CORRESPONDENCE.
No correspondence requiring Members' urgent attention was identified. The Chairman said that he hoped to arrange for general correspondence and circulars to be circulated to Members between Meetings. This should help to save time at Meetings and give each Member the opportunity to note items of personal interest and to draw attention to anything he or she considered significant.

15. PLANNING.
No new planning applications or other matters relating to development control had been received.

16. HIGHWAYS.
Members reviewed a list of local highway surface, drainage, signage or lighting defects. Considerable concern was expressed at Swale Council Highways Unit's slowness in dealing with serious defects previously notified. The Chairman agreed to arrange for the updated list to be forwarded to the Highways Manager, with a copy to the Ward Councillor, Cllr Colin Prescott. It was noted that this list is updated by all Members at every Meeting of the Parish Council.

17. ANY OTHER MATTERS OF URGENCY.
Cllr Bromley suggested that thought should be given to adoption of Standing Orders for the Parish Council. These would identify the principal procedures for the Council and Members responsibilities and conduct. Members agreed such guidelines could be helpful and the Chairman agreed to prepare draft proposals for the next Meeting.

18. DATES OF FUTURE MEETINGS.
Members agreed the following dates for future Meetings:

Mondays June 12, July 10, September 11 and November 13, 2000.
Mondays January 15, March 12, April 23 (Annual Parish Meeting),
May 14 (Parish Council AGM), July 9, September 10 and November 12, 2001.

All the above Meetings to be in Eastling Village Hall, starting at 8pm. The Chairman agreed to make arrangements to book the Village Hall for the rest of this year.
There being no further business, the Meeting closed at 10.15pm.

MINUTES OF A MEETING OF EASTLING PARISH COUNCIL HELD IN EASTLING VILLAGE HALL ON MONDAY 12 JUNE 2000 at 8.00pm.

Present: Councillors Oliver Allen, Mrs. Dot Bromley, Peter Parry, John Payne and Harold Wyld (Chairman) and Parish Clerk Mrs. Sue Parry.

1. MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 17TH MAY 2000
Members accepted the minutes as a true record and they were duly signed by the Chairman.

2. MATTERS ARISING
(a) Members Expenses - Cllrs. Allen and Payne provided signed details of election expenses.

3. APPOINTMENT OF PARISH CLERK
The Chairman indicated that despite much publicity and some personal approaches, no-one had come forward to act as Parish Clerk. He therefore introduced and welcomed Mrs. Sue Parry who had agreed to undertake the role on a temporary basis until the post could be filled permanently. The Chairman and Parish Clerk would liaise on the distribution of responsibilities.

4. MEMBERSHIP OF OTHER BODIES
(i) Kent Association of Parish Councils - Members reviewed the information which had been circulated with the agenda on principal benefits offered by the KAPC and noted that currently 92% of parish councils were members. The cost of membership for the next year would be £96.02, which included VAT which could be reclaimed. Members agreed that membership be taken up for one year, at the end of which time the situation would be reviewed (proposed Cllr. Wyld; seconded Cllr. Parry).
(ii) Kent Rural Community Council - Cllr. Parry reported that the Village Hall Trustees had agreed to take over the membership of the KRCC and had proposed that the cost for this year, i.e. £30, be split equally between the Trustees and Parish Council. The Treasurer would accordingly supply the Trustees with a cheque in the sum of £15.

5. RURAL COMMUNITY PROJECTS
Swale Borough Council had advised that it would be allocating £87,000 towards rural community projects in the current financial year for which parish councils may apply on the basis of one scheme each with a guaranteed contribution of at least 25% towards the scheme from the parish council. The deadline for applications was 28th July.

Members considered potential schemes, particularly mentioning a shelter for the bus-stop at The Glebe, or a village sign. It was unanimously agreed to proceed with a bid for the provision of a bus shelter (proposed Cllr. Bromley; seconded Cllr. Allen), and Cllr. Allen kindly agreed to prepare the necessary application. Members acknowledged that the Parish Council's 25% contribution to the scheme was currently unaccounted for and Cllr. Allen would investigate the possibility that this might be by way of provision of the land, subject to negotiation with Moat Housing. Cllr. Allen would report progress to the next meeting.

6. OTHER PROJECTS IN THE PARISH
Following discussion at the previous meeting, Members considered desirable long-term projects for the parish and there was unanimous support for the provision of a village green (proposed Cllr. Payne; seconded Cllr. Bromley) which had been a long-standing wish of many villagers, and indeed of the Parish Council. The ideal position for a green was identified as the field in the ownership of the Harris Estate opposite The Carpenter's Arms, bounded by Kettle Hill on one side and the path to the Church on the other. Cllr. Allen agreed to make an initial, informal approach to the Estate Trustees to ascertain if they were willing to consider options for making the site available. Should this initial contact prove favourable, then the Parish Council would need to consider potential avenues for grant funding.

7. FINANCE
(i) Parish Council's Budget - the Treasurer tabled a budget and in view of the absence of a precept being set for the current financial year he recommended that a loan in the sum of £660 be sought from Swale Borough Council to be repaid by way of a precept for 2001/02 of £8 at Band D. This would raise approximately £1,320, leaving approximately £600 available in the budget for that year following repayment of the loan. Members noted the contingency fund whereby £100 was set aside each year to pay for parish council elections which cost approximately £500 if contested, and £200-250 when uncontested. With minor amendment, Members approved the budget for 2000/01 and the strategy for 2001/02 (proposed Cllr. Payne; seconded Cllr. Bromley), again acknowledging that the financial implications on the Parish of the proposed bus shelter scheme were unaccounted for.
(ii) Insurance - the Treasurer had investigated the possibility of combining the current public liability cover with that of the Village Hall Trustees and had ascertained that this was not a feasible proposition. It was therefore agreed to proceed with the current policy with Cornhill although it was noted that this had been due for renewal on 1st June. The Treasurer agreed to make immediate contact with the Company to ensure that cover would be extended until receipt of the Parish Council's cheque; Cllr. Allen kindly agreed to cover the premium with a personal cheque if there was any undue delay in making the necessary arrangements with the Bank consequent upon the change of signatories.
(iii) Transco Refund - following a review of invoices and receipts for connection of gas services to the new village hall, Transco had refunded a sum of £130. Members agreed that the Village Hall Trustees were the rightful beneficiaries of this refund and the cheque was handed to Cllr. Payne to make the necessary transfer arrangements.
(iv) Bank Account - to satisfy the requirements of the Parish Council's bankers, Lloyds TSB, members agreed the resolution to change signatories, as attached to these minutes.

8. PLANNING
(a) Telfords, Otterden Road, Eastling - amended proposals for a single-storey extension, conservatory and garage. Supported by the Parish Council.
(b) The Coach House, Eastling - amended proposal for erection of a 1.625m fence along the frontage. No objection raised by the Parish Council.

9. STANDING ORDERS
The Chairman tabled draft proposals for Standing Orders for the Parish Council. He advised that adoption of such "rules" was discretionary, but that they could provide a useful "framework" for the operation of the Council and a safeguard for Members. Further discussion on the proposals would take place at the next meeting.

10. CORRESPONDENCE
(i) Ridham Action Group for the Environment (RAGE) - this Group, set up to oppose plans for a waste incineration plant at Kemsley near Sittingbourne, was soliciting support and interest from various bodies, including parish councils. Literature and information had been circulated, including pamphlets for distribution to households in the Parish. After full discussion Members agreed that this was not a matter on which they wished to take a view or align themselves at the current time. However, Members wished RAGE every success with the campaign and requested that the Parish Council be kept updated on any new information. As far as the publicity material was concerned, some Members agreed to distribute this on a personal basis.
(ii) School Governors - the Chairman advised that he had now been informed that Mr. John Coultrip would not be seeking re-appointment to the School Governors and that it was therefore necessary to nominate a representative of Eastling and the neighbouring Parish Councils. The Chairman had therefore written to the neighbouring Parishs indicating that this Council did not have a particular candidate at the present time and asking that they consider making a nomination.
(iii) Weed Cutting - the Chairman had written to Belnor Farms thanking them for the speedy response to his request for weed-cutting.
(iv) Swale Police Parish Council Annual Liaison Meeting, 13th June - the Parish Council had been invited to send representatives to the Annual Liaison Meeting to be held on 13th June. Unfortunately, owing to the very short notice, the Chairman had been unable to identify a representative.
(v) Tree Wardens - all parish councils had been invited to make a contribution to the Kent British Conservation Tree Wardens which is a voluntary group. Members regretted that in the current financial climate they were unable to make a contribution.
(vi) Wine and Wisdom - an open invitation had been received to attend the East Kent Gazette's Wine and Wisdom evening at the Wyvern Hall in Sittingbourne on Thursday, 22nd June, cost £5.50 per head.
(vii) Swale Festival - programmes for the Swale Festival were tabled for information. The popular Mount Ephraim Concert would be on 22nd July featuring "Opera and Proms".

11. HIGHWAYS
Members reviewed the list of defects for forwarding to Swale Borough Council's Highways Manager and were pleased to note that drainage problems and potholing on the Faversham Road had been dealt with. The Chairman would convey Members thanks to the Highways Manager and pursue the remaining items. In relation to Newnham Lane, it was noted that Mrs. Stevens from The Pheasantry had arranged a meeting with one of the Highway Inspectors to discuss the significant deterioration of the surface and many potholes.

Cllr. Allen reported on the concerns expressed by Mr. Bert Parrett regarding the deterioration of the white lines on Brogdale Road. The Chairman advised that this had already been pointed out to the Highways Manager and provided Mr. Allen with a copy the relevant letter.

Following concern expressed at the previous meeting about the state of the highways which was reported in the press, the Chairman had received from a Canterbury resident a copy of a Street Monitoring Report Card made available to the general public by Canterbury City Council. Members agreed this was a worthwhile initiative and that the Chairman should draw it to the attention of the local Highways Manager.

12. ANY OTHER BUSINESS
(i) Use of Village Hall - Cllr. Parry reported that the Village Hall Trustees had agreed that the charge to the Parish Council for the use of the Hall for meetings should be on the same basis as last year, i.e. a flat rate of £50. This covered the all Parish Council meetings and the Annual Meeting.
(ii) Tipping at the Water Tank, Brogdale Road - Cllr. Allen reported that Mr. Parrett had raised with him the problem of mud and debris on the highway as a result of the authorised tipping by a local contractor at the site of the water tank in Brogdale Road. The stones and slippery mud on the surface had caused damage to at least two vehicles. Members felt that this was a matter that Mr. Parrett should raise personally with Belnor Farms and Cllr. Allen would provide him with a contact.

13. ITEMS FOR NEXT MEETING

• Rural Community Grant bid for bus shelter update

• Outcome of approach to Estate Trustees regarding village green

14. DATE OF THE NEXT MEETING
Monday, 10th July 2000 at 8.00pm in the Village Hall.
There being no further business, the meeting closed at 9.25pm.

MINUTES OF A MEETING OF EASTLING PARISH COUNCIL HELD IN EASTLING VILLAGE HALL ON MONDAY, 10TH JULY 2000 at 8.00pm.

Present: Councillors Oliver Allen, Peter Parry, John Payne and Harold Wyld (Chairman) and Parish Clerk Mrs. Sue Parry

In attendance: County Councillor Mrs. Jean Newman, and Councillor Colin Prescott,  Mr. Mike Palmer

Apologies for Absence:  Cllr. Dot Bromley

1. WELCOME
The Chairman welcomed to the meeting County Councillor Mrs. Jean Newman and the Ward Councillor, Councillor Colin Prescott.  He also introduced Mr. Mike Palmer, Eastling's Tree Warden.

2. MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 12TH JUNE 2000
Members accepted the minutes as a true record and they were duly signed by the Chairman.

3. MATTERS ARISING
(a) Membership of other Bodies - membership of the Kent Association of Parish Councils was now confirmed and it was reported that the Village Hall Trust was now a member of the Kent Rural Community Council.
(b) Planning - in relation to the two planning applications considered at the last meeting, the extension, conservatory and garage at Telfords had now been formally approved by Swale Borough Council, and the proposed fence at The Coach House (amended proposal) had been refused.  Cllr. Prescott elaborated on the Planning Committee's discussions on the latter application and indicated that the appeal for non-determination of the earlier planning application for the fence was still to be heard.

4. TREE WARDEN
Mr. Palmer tabled a Kent Tree Warden Charter explaining the tasks of the Tree Warden and also a Code of Practice for Kent Tree Wardens produced by the British Trust for Conservation Volunteers.  He summed up his duties as preserving the trees in the village as far as possible and being the eyes and ears of the Borough Council's Tree Preservation Consultant, particularly in relation to the Conservation Area and as regards Tree Preservation Orders.  Mr. Palmer said he intended to carry out a survey of all trees in the village and hoped to enlist the assistance of the school by way of a project for the children.  The survey would hopefully lead to an Eastling tree chart which could eventually be part of the Village Website, possibly linked with walks and footpath maps.

Mr. Palmer added that he did not consider planting of additional trees as a high priority in the area.  In this connection the Chairman mentioned that it was hoped that a small proportion of the proceeds of the recent Eastling Open Gardens weekend would fund the purchase of a "Millennium Tree" for the village and also provision of a tree in The Glebe area as a gesture of thanks for their financial support for the event.  The Horticultural Society would be progressing the purchase of trees and would be grateful to receive any suggestions on variety etc.

The Chairman thanked Mr. Palmer for his report and invited him to remain for the rest of the meeting.

5. STANDING ORDERS
The Chairman referred to the draft Standing Orders which he had circulated at the previous meeting and requested Members comments on whether they should be adopted.  Members agreed that the Standing Orders provided a useful framework for the Parish Council and also a level of protection for the Members.  It was reported that Cllr. Bromley had been in favour of the Standing Orders and it was therefore proposed (Cllr. Wyld), seconded (Cllr. Parry) and unanimously agreed that they be adopted.

6. FINANCE
Cllr. Payne tabled the budget report showing only one alteration from the last meeting in relation to room hire charges.  The Parish Clerk reported receipt of an invoice from Swale Borough Council for Election Charges in the sum of  £55.89 for which provision of  £250 had been made in the budget.    The budget was approved, subject to this alteration, and the Chairman provided Cllr. Payne with contact names at Swale Borough Council in order to progress the obtaining of a loan in the sum of £660.  The Chairman also indicated that he would provide the address of the external auditors, PricewaterhouseCoopers, in order that Cllr. Payne might ascertain when the three yearly audit of accounts was due.

7. RURAL COMMUNITY PROJECT
Cllr. Allen reported on progress with the bus shelter project.  He had now received a written estimate (in the sum of approximately £6,000 inclusive of VAT) and drawings from the contractor who had supplied an attractive wooden bus shelter in Lenham.  Cllr. Allen had visited the Lenham shelter and had considered that certain strengthening measures would be necessary to the design.  He had also discussed with Moat Housing the possibility of contribution to the Parish Council's 25% proportion of the costs and was awaiting a response, following a consultation exercise of The Glebe Residents to obtain their views.  In the meantime, Moat Housing were willing to provide a letter to accompany the bid confirming their interest in the proposal.

Councillors discussed the estimate and felt that cheaper options were available and Cllr. Prescott mentioned the attractive self-build shelters provided by Sheldwich Parish Council which had been considerably cheaper that the current estimate.  Cllr. Allen stressed the importance of the design of the shelter being in keeping with the character of the village and considered that, should the bid fail because of expense, the option would be available to reduce the specification.  The Chairman expressed concern that there was still no confirmation of funding for the Parish Council's proportion of the costs pending further information from Moat Housing, and Cllr.Allen  said that he was acquiring through the Housing Association the details of a charity which may be able to help.  Additionally, it was suggested that the Benstead Charities or Queenborough Fisheries Trust may be of assistance in this area.

It was agreed that Cllr. Allen, in liaison with the Chairman, would continue to work up the bid for submission by the deadline of  28th July provided that the Parish Council's contribution to funding was confirmed through one of the above options.  Cllr. Parry pointed out that there would need to be an approach to the Planning and Highways Units at Swale Borough Council to ensure that approval of the scheme was likely.

 8. VILLAGE GREEN PROJECT
Cllr. Allen indicated that he had not been able to progress the village green proposal with the Harris Estate as it had not been appropriate to raise it on the agenda for the recent Estate Board meeting.  However, he would ensure that the matter was raised informally with a Board Member for discussion at the next meeting in September.

9. INVITATIONS
(i) Swale Housing Association AGM, 17th July - apologies to be given.
(ii) Swale Unified (Transport) Network Seminar, 21st July - the Chairman hoped to attend.
(iii) Rural Economic Development Issues, 11th September - as this meeting coincided with the next Parish Council, it was agreed to convey in writing any issues Councillors may consider necessary.  Councillors to forward any comments to the Chairman.

10. PLANNING
(i) Development Control - no new applications had been received.
(ii) Kent Downs Areas of Outstanding Natural Beauty - the Kent Downs Management Strategy (December 1999), the Kent Downs Progress Report (June 2000) and the Wye village Design Statement (2000) had been circulated to Members.  Particular discussion took place on whether Eastling should consider preparing a village design statement.  Cllr. Newman commented how successful the Lynsted VDS and had been produced at relatively low cost.  Swale Borough Council Development Control officers had assisted with the production of Lynsted's document, and there were various sources of funding available.  Cllr. Prescott also mentioned that such documents carried a good deal of weight when planning issues were being considered.  It was noted that the input of the local community in the production of a VDS was vital and it was therefore proposed (Cllr.Allen) and seconded (Cllr. Wyld) that the matter be raised at the next Annual General Meeting of the Parish Council in April 2001.

11. CORRESPONDENCE
(i) Eastling Open Gardens - a thank you letter from a visitor to the Open Gardens event was noted and much appreciated.  The Parish Clerk would acknowledge.
(ii) Local Bus Service 660 - KCC Passenger Transport Unit had written requesting permission to use the Village Hall car park for bus turning instead of turning at Kettle Hill hamlet.  The request had been passed to the Village Hall Trustees for determination.  However, Members discussed the matter and Cllr. Allen indicated that the Headmistress, in the interests of safety for the children,  would wish to continue the current arrangement whereby the bus turned at the bottom of Kettle Hill and then stopped directly outside the School for boarding.  It was noted that the School had also been consulted directly on this matter and agreed that the this view be conveyed to the KCC Passenger Transport Unit by the Parish Council in support of the School's stance.
(iii) RAGE - a further letter from the Ridham Action Group for the Environment was received and noted.  No further action was necessary at the current time.
(iv) Swale Youth Forum - a survey letter had been received from the Community Development Officer at Swale Borough Council requesting information on any issues affecting the youth community in the village.  Councillors were unaware of any particular problems or issues, noting that as far as youth club facilities were concerned most youngsters attended the Painters Forstal Club and that the Snooker Club and Table Tennis facilities in the Village Hall were well used.  However, it was felt that the village green proposal would be advantageous for football games etc. and the Chairman would respond accordingly to the Council, appealing for support for this project.
(iv) Electoral Registration Form Delivery - Swale Borough Council had made an approach asking for help in finding someone to deliver the electoral registration forms in the Eastling area, a task which would attract a payment of  £28.  Should any Councillor have a nomination, they were asked to pass it to the Chairman.

12. HIGHWAYS
The list of highway defects was reviewed and it was noted that the sign on the eastern side of Faversham Road approaching the double bend had been reinstated.  The Parish Clerk said she had been advised by the local Highways Engineer that all other items on the list were in hand, but in the meantime the list would again be passed to the Highways Manager.

Receipt was noted of a letter from Mrs. Janet Bryant at Forge House expressing general concern about the state of the highways which had resulted in damage to the tyres of her car.  The Clerk would respond pointing out the Council's firm commitment to improving the condition of the highways in Eastling, both in terms of condition and safety. 

13. SCHOOL GOVERNOR
The Chairman indicated that the other Parishes involved had not provided a nominee to serve as the joint school governor.  The Chairman was authorised to make approaches to individuals to serve in this capacity.

14. NEXT AGENDA
Principal items for the next agenda were agreed as the Bus Shelter and Village Green Projects.

15. DATE OF NEXT MEETING
Monday, 11th September at 8.00 p.m. in the Village Hall.
There being no further business, the meeting closed at 9.50 p.m.

MINUTES OF THE MEETING OF EASTLING PARISH COUNCIL HELD IN EASTLING VILLAGE HALL on MONDAY 11TH SEPTEMBER 2000 at 8pm.

Present: Councillors Dot Bromley, Peter Parry, John Payne and Harold Wyld (Chairman) and Parish Clerk Mrs. Sue Parry.
Apologies: Cllr. Oliver Allen.
In attendance: Mr. Norman Neaves, Neighbourhood Watch.

1. Minutes of the Meeting of the Parish Council held on 10th July 2000
Members accepted the minutes as a true record. As the minute book was currently lodged at the offices of Swale Council in relation to the Audit of Accounts, the minutes would be signed by the Chairman at the next meeting.

2. Neighbourhood Watch and Parish Police Liaison Representative
The Chairman welcomed Mr. Neaves to the meeting in his capacity as local co-ordinator of the Eastling Neighbourhood Watch. Mr. Neaves said he had already effectively resigned as Parish Police Liaison Representative and wished to stand down as local co-ordinator of the NhW by Spring 2001. With regard to the former role, Mr. Neaves explained that the regular liaison meetings with the police were a useful forum to exchange information and ask questions. As regards the NhW Mr. Neaves explained his role as receiving information via the Police's telephone contact system, Ringmaster, and co-ordinating the work of the representatives of the various sectors within Eastling. In this respect, it was noted that The Glebe had recently set up its own NhW group, and that some of the other sectors were without representatives, i.e. Kettle Hill, Meesons Close and part of The Street.

Members considered that ideally a joint replacement should be found for both roles with effect from 1st Janaury 2001 although no names immediately sprung to mind. It was therefore agreed that publicity would be given to the vacancy, through Good News, the Eastling column in the local press and by posters on the notice boards. Mr Neaves would also enquire whether any of the existing sector representatives would wish to take on the co-ordinating role. The Chairman indicated that on receipt of any nomination, he would call a meeting to discuss the hand-over of responsibilities. In the meantime it was noted that the local police were liaising with the Parish Clerk, pending the appointment of a permanent Liaison Representative.

In relation to NhW finance, Mr. Neaves explained that there were funds available but that the local group had raised funds for some items in the past, for example promotional signs etc. He said that the group had also been in the practice of raising funds to provide senior citizens in the village with Christmas hampers and that currently £318.98 was held in a bank account for this purpose. It was hoped that a new Co-ordinator would wish to continue this practice, and Mr. Neaves said he would certainly make the necessary arrangements for Christmas 2000.

Mr. Neaves was thanked for his report and attendance and then left the meeting.

3. Chairman's report
The Chairman presented a report on his attendance at the following meetings:

(a) Swale Unified Network Seminar, 21st July - information provided at the KCC organised meeting was on circulation to Members who were now asked for views on any further local transport need. It was agreed to convey the following proposals to the Passenger Transport Unit:

• a bus service on Friday and Saturday evenings for youths and other residents to enjoy an evening out in Faversham;

• a Sunday "shoppers" service into Faversham, departing Eastling around 10.00 a.m. and returning in the early afternoon;

• consideration of a "dial-a-ride" service to give the option for small groups of residents to travel together to Faversham.

(b) KCC Village Design Statement Workshop, 2nd September - this had been an excellent workshop. Village Design Statements were seen as a mechanism for villages to have a firm view on how they saw their future and, if properly researched with strong community involvement, may be adopted as supplementary planning guidance by the local planning authority. The Chairman considered that a proposal for Eastling to develop a VDS should be put to the next Annual Parish Meeting and this was supported by Members.

(c) Kent Association of Parish Councils (Swale Area), 4th September - Swale Borough Council's political Leaders had been in attendance to discuss Council services, particularly issues relating to highways, cleansing etc. Also at the meeting some initial proposals for the review of ward boundaries in Swale had been available for inspection and it would seem that Eastling would not be directly affected.

4. Finance
The Treasurer, Cllr. Payne, tabled the up-to-date financial statement, showing that there had been no transactions during August, and indicated that he was in discussion with Swale Borough Council officers to progress the loan of £660 in lieu of the precept.

In relation to the external audit of the Parish Council currently being conducted by PricewaterhouseCoopers, Cllr. Payne also tabled for information statements for the periods ending March 1999 and March 2000. The Chairman added that this was the first three yearly audit to be carried out and currently all Parish Council records were on deposit at Swale House for public inspection. The audit meeting with PriceswaterhouseCoopers, to be attended by himself, the Treasurer and the Parish Clerk, would take place at 1.30 p.m. on Thursday, 5th October. The fee to be charged for this audit was unknown at the current time.

Receipt was noted of a letter dated 23rd August from the Audit Commission explaining that PricewaterhouseCoopers had given notice to withdraw from the audit of local councils after completing the current round. The Commission would be appointing new external auditors but was seeking the views of the Parish Council. Whilst accepting the need for public accountability, Members considered that authorities with very small precepts should be exempt from a full external audit and agreed that this view be conveyed to the Audit Commission.

The Treasurer was authorised to attend a financial information day organised by the Kent Association of Parish Councils on 21st October at a cost of £35.25.

5. Rural Community Grants Projects
Members were reminded that Cllr. Allen had not been able to progress the bus shelter scheme in time for submission of a bid by the end of July deadline and that, following consultation with all Members, the Chairman had submitted two applications for grant funding for

• (a) the carrying out of a Village Appraisal (£326), and

• (b) support of the Horticultural Society's Millennium Tree Planting project (£357).

Swale Council would determine the applications on 31st October. As a first step towards the village appraisal, the Chairman agreed to draft for Members' consideration, a consultation questionnaire to be sent to all residents. Regarding (b), the Chairman explained that the Horticultural Society's proposal was to plant five Millennium trees in prominent locations throughout the village, each bearing a plaque. Members agreed to a request by the Horticultural Society that the Parish Council should hold the fund and grant moneys and act as their agents for ordering goods and administering the project, subject to receipt of grant aid.

As regards the bus shelter, it was intended that this project would be progressed for a bid for grant funding in 2001. Cllr. Allen had advised that he was awaiting the result of Moat Housing Association's survey of residents to obtain their views on the proposal.

6. Village Green Project
Cllr. Allen had advised that he had spoken with the land agents to The Belmont Trust in relation to the village green proposal and that it was intended to present a proposal to the next Trust meeting on 17th October. Cllr. Payne now advised that he had also spoken informally to the Farm Manager and had gained a positive response on the proposal. In view of these two informal approaches, Members considered that the proposal should now be formally put in writing to Bidwells, the land agents, asking that the matter be raised with the Trust. The Clerk would draft a letter for the Chairman's signature.

7. Parish Council nominated Governor to Eastling Primary School
Following the last Parish Council meeting when Members had authorised the Chairman to seek a suitable candidate to represent the combined parishes, he had received an offer from Mrs Patricia Payne to undertaken this role. As no alternative nominations had been received from the other parish councils, this name had been forwarded to the Clerk to the Governors. Members ratified the action taken (proposed Cllr. Bromley, seconded Cllr. Parry) and expressed their appreciation to Mrs. Payne for her kind offer.

8. Eastling Village Hall
Following consultation with Members, Swale Borough Council had been advised that the Parish Council had no objection to the issue of a Public Entertainment Licence to the Village Hall. This action was now ratified by Members (proposed Cllr. Wyld, seconded Cllr. Payne).

9. Planning
(i) Local Plan - Swale Borough Council had advised that the Local Plan was adopted by the Borough Council on 20th July 2000. This would form part of the development plan for the Borough upon which decisions on land use are based. Copies of the adopted plan will be available for inspection at Council Offices. The Chairman tabled development control information which he had obtained from the Council's Planning Department, including the interpretation of the "built-up" area of the village to which area the Planners would expect development to be limited. Generally within the village the Conservation Area had clearly defined constraints and the Area of Outstanding Natural Beauty status held a similar level of planning constraints as related to National Parks.

(ii) New Application - SW/00/0834/5 (Case No. 15527): Application for listed building consent for single storey rear extension, erection of "grandad" annexe" and 12m long x 2m high fence at Plantation House - Members considered this application together with a supporting letter from the applicants dated 7th September, noting that Cllr. Allen had indicated his full support. Whilst Members had no objection to the extension which was considered acceptable, there were concerns about the proposed annexe which was in effect a new dwelling. An implication of the erection of the annexe was the blocking of access to the garage at the rear of Plantation House and Members were concerned that an element off street parking should be retained. This access could be preserved and effects on neighbouring properties minimised if the annexe was re-positioned to a different location within the garden of Plantation House. Of particular concern was that the neighbours at "Konkelboet", on whom the annexe would have most effect, were currently abroad and would therefore not have had the opportunity to comment on the application. It was agreed that there was no objection in principle to the annexe but that the above comments and concerns about the impact on neighbouring properties be conveyed to the Planning Department together with a strong recommendation that determination of the application be delayed until the occupants of "Konkelboet" have had the opportunity to present their views.

(iii) Previously Circulated Applications - Members confirmed comments previously conveyed to Swale Borough Council on planning applications as follows:

• SW/00/0593: Application for Certificate of Lawful Use, Eastling Farms Ltd., Eastling Road, Ospringe - Members had commented that severe problems had been caused by large vehicles using narrow and unsuitable routes to the site. The majority view of the Parish Council was that if legally possible the application should be refused or, failing that, stringent conditions concerning numbers, weights and days and times of operation of heavy vehicles should be imposed.

• SW/00/0681: Application in respect of Boundary Fencing, The Old Coach House, Eastling - no objection had been raised to this revised application and a minor modification had been suggested to shape the top of the side panel to curve down to join the lower front panel.

• SW/00/0679: Application in respect of porch and conservatory, Woodbine Cottage, Newnham Lane - application supported.
  SW/00/0760: Proposed Stable Block at Orchard View, Eastling - application supported.

• SW/00/0787: Internal Alterations at Forge House, The Street - no objections to this application and suggestion made that care should be exercised in choice of materials for external soil pipe considering its prominent position on front elevation.

10. Correspondence
(i) Faversham Area Committee - The Parish Council were now invited to send a representative to meetings of Swale Borough Council's Faversham Area Committee and the Chairman would circulate dates and details should any Member wish to attend. The meeting of the Faversham Area Committee on 27th March would be held in Eastling Village Hall the Parish Council would be asked nearer the time for any items it would wish to be raised.

(ii) SBC Recycling and Waste Minimisation Officer - the newly appointed Recycling and Waste Minimisation Officer had written to introduce himself and offer to meet the Parish Council to assist with any projects or ideas concerning waste reduction and recycling. The offer was gratefully noted by Members and would be taken up should an opportunity present itself.

(iii) Youth Parliament - information regarding the proposed UK Youth Parliament had been received from the Community Development Officer at Swale Council. The Parish Council had been asked if there was any way that they could encourage local interest. Members confirmed their support of the concept and agreed to circulate, display and publicise any posters and promotional material that became available. It was considered that the greatest influence on the youth community would be through the secondary education system.

11. Invitations
Invitations had been received to attend a Community Transport Seminar organised by the Kent Rural Community Council on 19th September and to a seminar and debate on Making a Difference in Kent on 28th September. Members were asked to contact the Chairman if they wish to attend either event.

12. Highways
Members reviewed the list of highways defects and were pleased with the progress made by the Highways Unit for which thanks had been conveyed to the Manager. A revised list of defects, as attached to these minutes, would be forwarded to the Highways Unit.

The Chairman indicated that he had now had a response to previous enquiries to the Highways Unit Manager indicating that report cards were being investigated and that reinstatement of white lines in Eastling Road would be pursued. The Chairman also reported that following the submission from the Parish Council to the Highways Unit of proposals for new small highways works, it had now been confirmed that a new footway was to be provided in the current financial year between Glebe Cottages and the Old Coach House.

13. Date of next meeting
Monday, 13th November at 8.00 p.m. in the Village Hall.
There being no further business, the meeting closed at 10.20 p.m.

MINUTES OF THE MEETING OF EASTLING PARISH COUNCIL held in Eastling Village Hall on Monday, 13th November 2000 at 8.00 pm.

Present: Councillors Oliver Allen, Dot Bromley, Peter Parry, John Payne and Harold Wyld (Chairman) and Parish Clerk Mrs. Sue Parry.
In attendance: Mr. Behdad Haratbar, Highway Manager, Swale Highways Unit Also in attendance were nine members of the public.

1. Chairman's Introduction
The Chairman welcomed Parish Councillors to the meeting and also extended a very warm welcome to the members of the public in attendance, indicating that this was, he believed, the first occasion in 20 years that villagers had attended a Parish Council meeting, other than the Annual Parish Meeting.

2. Minutes of the Meeting of the Parish Council held on 11th September 2000
Members accepted the minutes as a true record and they were signed by the Chairman.

3. Highways Matters

(a) Footways
The Chairman introduced the discussion on the concerns which had been expressed by local residents about works at the junction of Kettle Hell Road and The Street by explaining the background to the work being carried out by the Kent Highways Unit for Swale. He said that for many years there had been concern about road safety in the village arising from the high speed of some vehicles, parked cars, poor visibility at junctions and around some bends etc. Of particular concern had been the safety of pedestrians on Kettle Hill Road, especially children on their way to and from school. For this reason the Parish Council had always pursued with the Highways Unit works to improve safety. In recent times, a 40 mph speed limit had been introduced through the village and also a gate and fence at The Street end of the footpath to the Church.

In April of this year the Highways Unit had requested from the Parish Council submissions for special budget items for footway lighting and footway surfacing and on 3rd May 2000 Mr. Wyld, acting for the then Parish Council, had submitted three previously recorded and documented proposals, i.e. new pedestrian footway between Glebe Cottages and The Old Coach House, new pedestrian footway on Kettle Hill Road between the Carpenters Arms junction and the Village Hall/Primary School, and footway repairs on The Street/Otterden Road between the Carpenters Arms and Prospect Place. The Highways Unit advised on 6th September 2000 that the Glebe Cottages footway would be constructed in the current financial year and this was reported at the last meeting of the Parish Council. This work had not yet commenced.

The Chairman indicated that on 23rd October he had received a telephone call from the Highways Unit advising that workmen were on site in Kettle Hill Road to instal new kerbing and footway at the junction with The Street to facilitate safer crossing by pedestrians, and that the design was such that it would be possible to incorporate a footway to the School at a later stage. The neighbouring householders received a notification letter regarding the works on 24th October, i.e. the day after it had commenced. Since that time, various concerns had been raised by villagers, either verbally or in writing, and the Chairman reported receipt of letters from Mr. Wilson of the Manor (supported by 18 other signatories) and from Mr. and Mrs. Turner of The Coach House. The Chairman summed up the expressed concerns as follows:

• the work had changed the character of the village ("urbanisation");

• the modern materials used detracted from the attractive surroundings;

• lack of prior notice or consultation; narrowing of the junction reduced safety and gave less room for turning;

• reduced facility for U-turns;

• funds would have been put to better use in repairing potholes and damaged stiles;

• were further footway works in the vicinity inevitable?;

• would street lighting be the next development?

In answer to the Chairman's query whether any other concerns had been put forward, Cllr. Payne reported that the (temporary) warning signs had been described as unsightly.

The Chairman then explained that, although there was no automatic right for the public to speak at public meetings, the Chairman did have discretion in these matters. In view of the obvious strength of feeling locally, he therefore invited comments from the floor, and various points were put forward, as follows:

• who gave authority for the work to proceed?;

• were the "historical" footway requirements of the Parish Council still relevant?;

• what was the benefit of a short piece of footway "to nowhere" which, in places, was too narrow for a child's pushchair?;

• with prior notice, owners of neighbouring properties may have been willing to contribute towards the upgrading of materials used;

• had the Harris Estate been approached regarding availability of additional land for an enhanced footway?; there was no recollection of any accidents at the junction in recent memory so were "safety" works really necessary?

Mr. Behdad Haratbar, Highways Manager, was then introduced to the meeting and asked to address the expressed concerns. He began by describing the officer structure, funding and work of the Highways Unit, and the good relationship which existed between the Parish Council and the local Highways Inspector. He gave a helpline number for the reporting of urgent problems (01795 417210) and urged the adoption of the principle, already practised in Eastling, of highway defects being reported through the Parish Council by way of an on-going defect list being sent on a regular basis to the Highways Unit.

Regarding the works in question, Mr. Haratbar explained that it was decided to fund the scheme from the £60,000 available to the 35 Parish and Town Councils within Swale for footway improvements and lighting. This was seen as the first phase (costing between £1,500 and £2,000) of a footway to the School, to be extended as funds became available. Although in an ideal world it would have been preferred to use materials more in keeping with the nature of the village, a balance had to be struck between the needs of the community and the cost of materials.

He considered that the provision of the footway, albeit limited at this stage, was an improvement for the safety of pedestrians which was the prime concern. In relation to the turning circle on the junction, Mr. Haratbar indicated that it would meet the relevant criteria although this would be reconsidered if necessary. He confirmed that limited resources within the Highways Unit generally precluded contact with landowners adjacent to proposed footway works to seek alternative approaches. As regards consultation, it was explained that the Highways Unit worked with the proposals put forward by Parish Councils and that further extensive consultation was not feasible although he apologised unreservedly for the lack of prior notice, indicating that the appropriate procedures had not been followed in this case. Mr. Haratbar expressed his disappointment that this work had not met with a favourable reaction locally and suggested that he attend a site meeting with representatives of the Parish Council and local residents in order to find a way of meeting the requirements of villagers, although he stressed that there were no further funds available at the current time.

The Chairman informed the meeting that the Parish Council had recently opened discussions with the Trustees of the Harris Estate over the availability of land opposite the Carpenters Arms for a village green proposal. He considered it might be possible, should such a scheme proceed, to incorporate a footpath towards the School as far as the Divan Court driveway. This, coupled with the pathway through the School field to the Village Hall car park, would leave only a very small length of Kettle Hill Road without a footway. He sought the general view of the meeting in relation to the extended footway and the preferred option would be to have a path running on the "field side" of retained hedging along Kettle Hill Road.

Regarding liaison with the Parish Council, Mr. Haratbar sought clarification in that his staff had received a call from a Parish Councillor who had indicated that he had no prior knowledge of proposals to provide the footway in question. Mr. Haratbar said this had caused confusion in that the proposal had originally been provided by the Parish Council. He sought confirmation of the Parish Council's stance on the remaining works programmed into the current financial year, i.e. the Glebe Cottages to The Coach House footway. The Chairman responded that the confusion would have been avoided if all "Parish Council enquiries" had been routed either through himself or the Parish Clerk. Although anyone may seek information from the Highways Unit, he requested that all Councillors follow this procedure where possible. He confirmed that the Parish Council had been pleased to note and supported the intention to proceed with the other footworks when reported at the last meeting although it was hoped that advance notice of commencement and sight of the plans would be available to the Parish Council and local residents. Mr. Haratbar mentioned that the materials to be used for that work would be similar to those used at the Kettle Hill Road/The Street junction.

A question was asked from the floor about the Parish Council Chairman's authority. Cllr. Wyld indicated that, normally, the Chairman (and individual Councillors) had no authority to take unilateral decisions on behalf of the Council. Where exceptional circumstances arose, the Chairman may take urgent "Chairman's Action" but this always required ratification at the next full Parish Council meeting. In respect of highways works, the Parish Council, as a corporate body, put forward schemes and the Highway Authority had its own authority to carry out works on highways land, consulting as it saw fit.

In conclusion it was therefore proposed by the Chairman and seconded by Cllr. Payne to proceed with a site meeting (on a date to be arranged) and the Chairman asked that any member of the public wishing to attend or to be represented should leave their name with the Clerk. The Chairman thanked Mr. Haratbar for his attendance and members of the public for their interest and they then left the meeting.

(b) Noted Highway Problems
Members reviewed and updated the list of highway defects. Particular mention was made of the problems experienced at 5/6/7 Glebe Cottages which would have been flooded during the recent severe weather had the occupants not dug a trench in front of their houses. Members considered that this may be due to surface water flooding off an adjacent field, thought to be exacerbated by new ploughing methods. It was agreed that this drainage problem be added to the list of defects. Similar problems had been experienced at Pinks Farm and Rose Cottage on Kettle Hill Road.

The Clerk reported copy correspondence with the Highways Unit which had been provided by Mrs. Bryant of Forge House regarding her request for compensation for three punctured tyres she had experienced on Newnham Lane and Faversham Road and also her concern that the speed limit through the village should be reduced. Members asked that their thanks be conveyed to Mrs. Bryant for keeping them informed and the Clerk would liaise further with her regarding the compensation claim.

4. Chairman's Report
The Chairman reported on his recent attendances at the Faversham Area Committee of Swale Borough Council and the Kent Association of Parish Councils Annual General Meeting. There would be a meeting of the Swale Area Committee of the KAPC o n 4th December at 7.30 p.m. which the Chairman would endeavour to attend.

5. Rural Community Grant Projects

(a) 2000/2001 Projects
Members were pleased to note that the two applications for grants submitted under Swale Borough Council's Community Grants Scheme had been successful. The projects were (i) to carry out a Village Appraisal (£326 grant); and (ii) to support the Horticultural Society's Millennium Tree Planting project (£357 grant). The Chairman also reported the success of the Village Hall Trustees in obtaining a grant towards the fitting into the Hall of a loop system for the hard of hearing.

Regarding the Village Appraisal, the Chairman tabled a draft appraisal questionnaire for Members consideration. He explained that as the grant had to be spent by February, the timetable was tight and requested Members convey comments to him within the next few days in order that the questionnaire may be circulated to Eastling residents by the end of November.

In relation to the Millennium Tree Planting project, Members were reminded that they had agreed to act as agents for the Horticultural Society in this matter by holding the fund and grant moneys and administering the project. Members discussed possible siting of trees and agreed that approaches be made to the appropriate land owners as follows:

• Church car park

• Village Hall grounds

• Glebe Cottages green

• Eastling School grounds

• Eastling Centre

It was further agreed to investigate the condition of Arnold's Oak as it was thought to be diseased. Should this be the case and the tree dying, its replacement by a Millennium Tree was also thought appropriate.

(b) 2001/2002 Project - Bus Shelter
Cllr. Allen reported that there had been little progress on this scheme pending the circulation of a consultation questionnaire by Moat Housing to the residents of Glebe Cottages. He indicated that he would pursue the matter and report to the next meeting.

6. Village Green Project
As a result of Members' decision at the last meeting to make a formal approach to the Harris Estate Trustees regarding land for a new village green, the Council had received an encouraging reply via the land agents, Bidwells. The Trustees had indicated that they were not willing to sell the land but would be prepared to consider a leasing arrangement, subject to a more detailed proposal for a scheme from the Parish Council.

Members considered the way forward and it was proposed by the Chairman and seconded by Cllr. Parry that a public Village Meeting be held at 7.30 p.m. on Tuesday, 5th December to gauge the level of local support for a village green and to consult villagers on what, if any, features/activities they would wish to have included. It was hoped that sufficient villagers would attend to establish a view which would then be considered at the Parish Council meeting in January. Should it then be decided to proceed with the project, Members considered it would be necessary to establish a project team to produce a detailed scheme for consideration at the Annual Parish meeting in April. In the meantime, a holding response would be sent to Bidwells.

In view of the late hour, it was agreed at this stage to adjourn the meeting and to reconvene at 7.30 p.m. on Wednesday, 15th November.

RECONVENED MEETING Wednesday, 15th November 2000

Present: Councillors Dot Bromley, Oliver Allen, Peter Parry and Harold Wyld (Chairman) and Parish Clerk Mrs. Sue Parry.
Apologies for absence: Councillor John Payne.

7. Community Safety

(a) Local Representative and Neighbourhood Watch
The Parish Council's appeal for a voluntary Parish/Police Liaison Representative had not yielded a response, and there was a need to revitalise the Eastling Neighbourhood Watch Scheme. Members therefore agreed to pursue this matter at the Village Meeting to be held on 5th December and to invite the local retiring organiser, Mr. Norman Neaves, together with the Swale Neighbourhood Watch Co-ordinator, Mrs. Sylvia Everest, to address the meeting.

(b) Consultation
Kent County Council had invited the Parish Council to consider various initiatives which might reduce crime and improve safety in rural communities. A summary of the consultation paper "Community Safety in Rural Kent" had been circulated and Members now agreed the responses to be conveyed to KCC. Key priorities were seen as: (i) greater visibility of police patrols, (ii) development of a range of early years services aimed at intervening as early as possible with families experiencing difficulties with their children, and (iii) the encouragement of all organisations involved with youth to take an active role in providing youth services appropriate to the needs of the local community.

(c) Power Failure
Members commented on the loss of electrical power supplies to Eastling and surrounding areas for 25 hours on 30th/31st October during severe storms and the subsequent difficulty in contacting SEEBoard, and considered what action should be taken. The Chairman advised that the Chairman of Swale Council's Faversham Area Committee had agreed to raise the matter with SEEBoard and that there would also be discussion relating to this at the Swale Area Committee of the KAPC. Members agreed that whilst loss of power was inconvenient, additional frustration was caused by the problems in obtaining any clear information about how long supplies would be affected. After full discussion, it was agreed that no formal action be taken by the Parish Council at this stage but that every opportunity be taken by individual members to promote the need for urgent improvements to ensure a more robust electrical supply network and better customer liaison by SEEBoard.

8. Periodic Electoral Review of Swale: Draft Recommendations
Members noted the Local Government Commission's consultation report on its draft recommendations on future electoral arrangements and, as there was no direct implication on the parish of Eastling, agreed that there were no comments to be conveyed to the Commission.

9. Planning

(a) Outcomes of planning applications previously considered: noted as follows:

• The Old Coach House new fence - approved

• Woodbine Cottage porch and conservatory - approved

• Forge House new shower - approved

• Orchard View stable block with hay store and tack room - approved

Decisions on the extension and annexe to Plantation House and the certificate of lawful use at Eastling Farms were still awaited.

(b) Circulated Application: KCC Application No. SW/00/Temp/L Siting of Mobile Classroom at Eastling School - Members had no comment to make on this application which was supported.

(c) New Application: Application SW/00/1107 Change of Use from Equestrian Grazing to Domestic Curtilage and Erection of Garage and Stable Block at Telfords, Otterden Road, Eastling - Members had no comment to make on this application which was supported.

10. Correspondence

(a) White Horse Wood Project - the Parish Council had been invited to be involved in this KCC Millennium Wood Project at Detling, either by adopting trees or by taking part in planting days early next year. In view of Eastling's own Millennium Tree Planting Project, it was agreed not to pursue this.

(b) Opportunities for Kent: The Vision - the draft Community Strategy for the County under this title had been circulated to Members. A community consultation meeting on the document was to take place in Eastling Village Hall on 22nd November from 10.00 a.m. to 3.00 p.m. and the Chairman indicated that he would endeavour to attend.

11. Finance

(a) Financial Report - Cllr. Payne had provided a verbal report to the Chairman indicating that there had been no change in the financial position as reported at the last meeting, and that he had still to pursue the loan in lieu of precept with Swale Borough Council. Members confirmed that he should continue with this course of action so that the loan was approved and in place, even if it transpired there was no reason to call on it during the current financial year.

(b) Audit - the Chairman reported a satisfactory outcome of the audit of the Parish Council accounts by PricewaterhouseCoopers with the following minor points arising: the May 1999 bank statement was missing; all items of expenditure or movements of cash to be clearly minuted; Clerk's expenses to be accounted for in the financial year within which they occurred; paying in slips to be stamped at bank; insurance policy runs from January each year and premium should be split between the two financial years; ensure invoices are provided for all goods and services. Arising from the discussion on financial matters, the Treasurer was asked to provide a copy of the insurance policy document for circulation to all Members.

12. Date of Next Meeting
The next meeting of the Parish Council would be held at 8.00 p.m. on Monday, 15th January 2001.

Notes of an Open Village Meeting, called by Eastling Parish Council, and held on Tuesday, 5th December at 7.30 p.m. in the Village Hall

The meeting was chaired by Mr. Harold Wyld, Chairman of the Parish Council, and 30+ parishioners were in attendance.

1. Chairman's Introduction

The Chairman opened the meeting by welcoming all attendees and outlining the two matters for discussion.

2. Neighbourhood Watch Scheme

In attendance were Mrs. Sylvia Everest, NhW Promotions Officer for Swale Police and National NhW Rrepresentative for Kent, and Mr. Norman Neaves, Local NhW Coordinator for Eastling.

It was necessary to revitalise the local organisation of NhW in view of the impending retirement of Mr. Neaves and the need to appoint additional locality co-ordinators. Mr. Neaves explained that he had carried out the role, which was not onerous, for the last twelve years. Duties mainly consisted of receiving telephone messages via the Police Ringmaster scheme and disseminating information locally, and attending the one or two annual meetings organised by the Police in Sittingbourne.

He gave details of the locality co-ordinators as follows:
Otterden Corner/Frith area - Don Eley
Otterden Road - John Coultrip
Otterden Road - Norman Neaves
Prospect Place - Dot Parrett
The Street - Vacant
Kettle Hill - Vacant
School Lane - Vacant
Meesons Close - Vacant
Waterworks - Alf Gilbert
Newnham Lane - Helen Abell (pro tem)
Glebe Cottages - Maureen Shilling (to be confirmed).

Mrs. Everest elaborated on the work of the NhW Scheme and stressed the importance of reporting anything suspicious to the Police. Bogus officials and "cowboy" builders were operating in the area and the NhW Scheme allowed for speedy dissemination of information warning residents to be alert. She explained that in addition to the telephone messages via Ringmaster, information was now also available via e-mail and indicated that the duties of the locality co-ordinators, usually responsible for 10-20 1houses in their road, took no more than half an hour per week.

Volunteers were therefore sought to fill the vacancies, and the following put forward their names:
The Street - Chon Wilson
School Lane - Vicky Clinch
Kettle Hill - Philippa Wigdahl
Meesons Close - Stephen Edmed
Newnham Lane - Roger Eagleton.

Mrs. Everest would supply the new volunteers with the necessary paperwork. In relation to the overall co-ordinator role, no volunteers came forward and the Chairman asked that anyone interested in the role should contact himself or the Parish Clerk.

In thanking volunteers for coming forward for the locality roles, the Chairman reminded the meeting that having a NhW Scheme in operation usually accounted for a 5% discount on house contents insurance. He also advised that any individual wishing to receive NhW Ringmaster information via e-mail was able to join a local network by contacting brian.wimlett@whitehill-intl.com.

The meeting showed their appreciation to Mr. Neaves for his work for the last 12 years by giving him a round of applause, and Mrs. Everest was thanked for her attendance.

3. Village Green Proposal

The Chairman gave the background to the proposal by the Parish Council to investigate the desirability and feasibility of creating a green in the village. It had long been the wish of the former Parish Councils to create a green. Merely one example, a Parish Council minute from 2nd March 1977 confirmed this.

When the new Parish Council, in office since May 2000, had considered projects for the future, the village green proposal had been recalled and this had led to a letter to the Trustees of the Harris Estate seeking preliminary views on the p